Comprehensive Program Kickoff Meeting Guidelines and Agenda
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Program Name
See Notes for Program Kickoff Guidelines
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Introductions
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Message from Program Sponsor
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Round Table – lessons learned
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Program Vision & Goals
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Program Benefits
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Program Scope
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Program Success
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High-level Milestones
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Program Team & Governance
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PMO Services and Methodologies
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Questions & Discussion
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Introduction of team members in audience
and any other stakeholders
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Sponsor Message
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What are the business drivers for this program?
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What is the current situation?
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Lessons learned from other initiatives,
projects, programs:
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Do’s:
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Don’ts:
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Vision
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Goals
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The benefits of
(enter program name)
are as
follows:
1.
Xxx
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Yyy
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Etc.
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In Scope:
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Out of Scope
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What is success for this program?
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Expected program deliverables and
outcomes
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High Level timeline of the program
components (initiatives & projects) (visual)
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Note: The high level scope, milestones and target dates may change when the project team
begins the planning phase of the project.
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Constraints
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Dependencies
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Project Management Office services that are available
for this project:
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Maintain library of tools, processes, templates, and best
practices for project, program, and systems development life
cycle methodologies
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Assignment of an experienced, senior Project and Program
Managers
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Coordinate training and provide consultation on project and
program management concepts and best practices
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Improve communication and information sharing for projects
and programs
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Provide program and project facilities and equipment
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Conduct program and project health checks
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Contact: Pam Fluttert
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https://uwaterloo.ca/ist-project-management-office/
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Program management methodology:
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3 life cycle phases
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Program Definition
: formation, preparation, and initiation of the
program by defining the program's vision, components,
benefits, scope, roles & responsibilities, and authorizing the
program to begin
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Program Benefit Delivery
: establishes and executes plan for
how the scope and benefits will be realized with program
components (projects & initiatives), when components and
benefits will be completed and realized, and who will be
responsible
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Program Closure
: finalize and transition all component
activities, complete all deliverable(s), measure success and
benefit realization, and formally close the program
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Projects within the program will follow a
project
management methodology
that will be explained
during project initiation
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Y
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Project management methodology:
•
Inputs and deliverables vary depending upon
project
size, complexity
, timeline, and project management
approach
(e.g. agile, interactive, waterfall)
•
4 life cycle phases
•
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Questions / Comments?
Purpose of Program Kick off
Program kickoff meetings are more than just a feel good, meet and greet. It is the program manager’s first opportunity to set expectations across the entire team, crack the ice that can inhibit team communication and ensure that your sponsor and stakeholders understand the program vision, objectives, benefits, deliverables and schedule milestones thereby helping the team be successful. The program kick off is part of the Portfolio Management Group’s program benefit delivery phase of the life cycle and is required for all programs.
Instructions
This Program Kickoff Presentation is intended to be used at a program kickoff meeting with relevant stakeholders, sponsors, and team members present. The meeting is typically led by the program manager. The tone of the meeting should be motivating to encourage interest and commitment to the program. The meeting can be between one and two hours, including time for questions. The kickoff meeting provides high level information about the program and does not get into granular details of the program implementation.
Tips
• Invitees should include people assigned to the program and/or functional managers who will have staff involved in the program or who are responsible of a functional area the program will be impacting, the sponsor, and any other important stakeholders. (Note: some attendees may be external to the university, such as vendor.)
• Most of this information presented at the kick off meeting will come from the Program Charter and Business Case. It is common to involve key team members in the creation of the kickoff presentation content to ensure accuracy and that a wide variety of perspectives have been accounted for. It is also wise to discuss some of the information with key sponsors and stakeholders prior to the kickoff meeting to avoid any major disapproval in the meeting.
• Time should be allotted throughout the presentation or at the end for questions and discussion.
• The kickoff is intended to bring everyone up to speed, not to discuss every item in detail.
• Every participant needs to see you taking charge of the meeting agenda.
• Summarize the meeting with a call for action and list outstanding items that require immediate follow-up. Provide direction on any follow-up communication needed and what you expect from everyone at the first status meeting.
This kickoff presentation can also be used later if new team members are brought on board and components (initiatives and projects) of the program are initiated. The presentation can be shared with them to help them get up to speed quickly on the details of the program, especially by providing them with the understanding of the program’s vision and benefits.
Next Steps
File the presentation in the documentation repository. Once the program has been kicked off, the program will move into the Benefit Delivery phase with planning and execution.
This detailed document outlines key aspects of a successful program kickoff meeting, including introductions, sponsor message, lessons learned, vision and goals, benefits, scope, success criteria, roadmap, milestones, and team governance.
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Presentation Transcript
PROGRAM KICK-OFF Program Name See Notes for Program Kickoff Guidelines
KICKOFF MEETING AGENDA Introductions Message from Program Sponsor Round Table lessons learned Program Vision & Goals Program Benefits Program Scope Program Success High-level Milestones Program Team & Governance PMO Services and Methodologies Questions & Discussion
INTRODUCTIONS Introduction of team members in audience and any other stakeholders
SPONSOR MESSAGE Sponsor Message What are the business drivers for this program? What is the current situation?
ROUND TABLE Lessons learned from other initiatives, projects, programs: Do s: Don ts:
PROGRAM VISION & GOALS Vision Goals
PROGRAM BENEFITS The benefits of (enter program name) are as follows: 1. Xxx 2. Yyy 3. Etc.
PROGRAM SCOPE In Scope: Out of Scope
PROGRAM SUCCESS What is success for this program?
PROGRAM ROADMAP Expected program deliverables and outcomes High Level timeline of the program components (initiatives & projects) (visual)
HIGH-LEVEL MILESTONES Component Milestones Target Date I MMM YYYY MMM YYYY MMM YYYY MMM YYYY MMM YYYY II MMM YYYY MMM YYYY MMM YYYY MMM YYYY MMM YYYY III MMM YYYY Note: The high level scope, milestones and target dates may change when the project team begins the planning phase of the project.
PROGRAM TEAM & GOVERNANCE Program Role, Name Program Role, Name Program Role, Name Program Role, Name Program Role, Name Program Role, Name Program Role, Name Program Role, Name Program Role, Name Program Role, Name Program Role, Name Program Role, Name
CONSTRAINTS & DEPENDENCIES Constraints Dependencies
AVAILABLE PMO SERVICES Project Management Office services that are available for this project: Maintain library of tools, processes, templates, and best practices for project, program, and systems development life cycle methodologies Assignment of an experienced, senior Project and Program Managers Coordinate training and provide consultation on project and program management concepts and best practices Improve communication and information sharing for projects and programs Provide program and project facilities and equipment Conduct program and project health checks Contact: Pam Fluttert https://uwaterloo.ca/ist-project-management-office/
METHODOLOGY Program management methodology: 3 life cycle phases Program Definition: formation, preparation, and initiation of the program by defining the program's vision, components, benefits, scope, roles & responsibilities, and authorizing the program to begin Program Benefit Delivery: establishes and executes plan for how the scope and benefits will be realized with program components (projects & initiatives), when components and benefits will be completed and realized, and who will be responsible Program Closure: finalize and transition all component activities, complete all deliverable(s), measure success and benefit realization, and formally close the program Projects within the program will follow a project management methodology that will be explained during project initiation
METHODOLOGY Project management methodology: Inputs and deliverables vary depending upon project size, complexity, timeline, and project management approach (e.g. agile, interactive, waterfall) 4 life cycle phases Initiation: define the project objectives, scope, roles & responsibilities, and obtains authorization to begin Planning: establish work break down, how it will be achieved, when, and by who. Execution: manage time, scope, procurement, risk, communications, resources, costs/budget, changes, and quality. Track and report on project status. Closure: finalize all activities, complete deliverable(s), measure success, and formally closes the project
QUESTIONS & DISCUSSION Questions / Comments?
